Operations Administrator

6 months ago

Johannesburg, South Africa The Payments Association of South Africa (PASA) Full time

**Overall Job Purpose**

**Key Stakeholder Management**

**Internal**: PASA Executive Office (ExO), Committees, PASA Functional areas (Strategy, Communication and Capacity development, Legal, Governance and Regulatory functions, Programme Management, Change Enablement, and other support functions).

**External**: PASA structures, South African Reserve Bank (SARB), National Treasury, Banking Association of South Africa (BASA), PASA members.

**Core Accountabilities**

***

**Key Responsibilities**:
**Core accountability 1: Meeting responsibilities**:

- Provide administrative support and services for the teams, PASA forums and PASA structures. Act as the point of contact between external stakeholders and the PASA ExO.
- Schedule meetings and workshops for the teams, PASA forums and PASA structures.
- Ensure correct planning is done for the meetings and workshops. This includes all applicable logistics required.
- Manage the calendar year and per the PASA forums and PASA structure requirements.
- Coordinate applicable PASA structure sub-committees.
- Pro-active stakeholder management of PASA Member Bank representatives and their administration requirements.
- Schedule and prepare meetings with the Chairperson and Deputy Chairperson to enable Agenda finalisation.
- Provide governance and procedural support before, during and after meetings, including answers to updates, consolidation, quorum requirements, and attendance confirmation, among other things.
- Meeting artefacts:

- o Prepare and finalise meeting artefacts including agendas and minutes.
- Accurate minuting of meeting proceedings at all times.
- Ensure timely distribution of meeting artefacts and per the administration service level agreements in place.
- Track actions, and deliverables, and follow up on the completion of these items.
- Develop and carry out an efficient documentation and filing system.
- Maintain compliance with all risk and compliance policies and procedures in place.

**Core Accountability 2: General Administration**
- Undertake the tasks of day-to-day administration, including receiving calls, responding to queries, following up on action logs and routing correspondence appropriately to the responsible respondent.
- Ensure accurate management and maintenance of membership distribution lists across the various formal platforms in place.
- Diary management for the teams, PASA forums and PASA structures.
- Member information administration and maintenance.

**Role / Person Specification**

**Education and Experience Required**:

- 5 - 8 years of experience as a senior administrator within a payments environment.
- Advanced knowledge of MS Office suite.
- Experience in day-to-day administrative support for forums and structure meetings.
- Advanced minute taking.
- Relevant banking industry or regulator experience.
- Stakeholder management.
- A PASA Certificate in Foundational Payments is advantageous.
- A relevant tertiary qualification is advantageous.

**Knowledge & Skills**:

- Ability to work in a collaborative environment and achieve results through collaborative platforms instead of collocated teams.
- Excellent verbal and written communication skills (including report writing).
- Display a professional demeanour.
- Ability to engage at all levels including the C-suite and senior management.
- High attention to detail in all written documentation and communication.
- Highly analytical and structured.
- Above average problem-solving skills.
- Ability to work independently and methodically.
- Display high resilience in difficult situations.
- Ability to work under pressure.

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